Add days off in the scheduler

Start from: The Workforce module.

Select Workforce > Scheduler 2.0 from the main menu.
Set up the scheduler so you can access the main grid. To complete the setup, see Overview: Scheduler 2.0.
Once in the main grid, you can start scheduling employees' shifts and days off.

To learn more about creating manual shifts, see Create shifts manually in the scheduler.

There are two methods for creating days off manually in the scheduler. Both options are available in all views:

Individual: lets you assign days off to a single employee by selecting the relevant date in each case.
Bulk: lets you assign days off to several employees at once across the selected period, speeding up scheduling.

Create an individual day off

Time off lets you record an employee's planned absence. It can be assigned as a full day or half day, and it is available in all scheduler views.

For half-day absences, the system automatically uses the morning or afternoon hours defined in the opening hours of the employee's default business unit. For more information, see Set opening hours.

To create a day off, follow these steps:

Locate the employee and the day where you want to assign the time off on the grid.
Right-click the cell for that day and employee to open the menu.
Select one of the three options as appropriate:
- Create day off
- Create morning off
- Create afternoon off

The assigned time off appears on the grid, in the employee's row for the selected day.

Create bulk days off

Lets you insert days off for the whole selected workforce across the period chosen beforehand. To do this, select the Insert days off option from the action menu (...).

In the tab that opens, select whether you want to:

Add only the mandatory days off, according to what is configured in the Contract or Collective agreement.
Add days off on days with no scheduled shifts.

Delete days off

There are two methods for deleting days off, provided the shift status is in progress:

Individual: lets you delete a specific day off for an employee by right-clicking the day off to delete and selecting Delete day off.

Bulk: lets you delete days off for several employees at once across the selected period, speeding up management. To do this, select the Delete all days off option from the action menu (...).

Overview: Scheduler 2.0

Start from: The Workforce module.

Select Scheduling > Scheduler 2.0 from the main menu.

To begin planning employee shifts, you must select at least the following the first time you access the planner, from the Parameters tab.

Note: The first time you access the planner, it will open on the current week. On subsequent visits, it will remember and automatically display the last selected week.

You must select:

Business Unit or Business Units Group: use the dropdown to select the Business Unit you want to work with. To work with a Business Units Group, enable the relevant parameter.

Note: To use site groups, you must configure them in advance in Cluster Settings.

Display scenario:
- Projected: displays planned shifts, both future and past. All calculations are based on shift projections.
- Current + Projected: displays future planned shifts and uses actual clock-in data for the past. Calculations are based on projected shifts (future) or actual clock-in data (past) up to the day before the query date.

Once configured, the full grid is displayed and you can begin working in the planner.

Below is a summary of the available information and features.

The header displays the selected site or sites, the query date, and the previously chosen scenario.

General screen information

At the top of the screen you will find an information button i. This section contains the references used on the shifts screen. There are three sections: Shifts, Employees, and Controls.

View by date and period

At the top of the screen you will find two buttons and a date indicator. This section allows you to adjust the view by time period or specific date, move between weeks, or use the calendar to select a new date.

For more information, see Customise the shift scheduler view by date.

Employee list and organisation options

Below the view options, you will find a column with the employee list, showing each employee's name, employee code, job role, and contracted hours.

Above the list, you will find a header with five option buttons that allow you to adjust or filter the employee view as needed.

For more information, see Filter and group employees in the scheduler.

Shift grid

To the right of the employee column, you will find the grid where you assign and view shifts.

Other options

Above the grid you will find a series of buttons with additional options:

Parameters: opens the panel where you can change the site or display scenario.
Scheduling Forecast: allows you to manage shift forecasting based on projected sales.
Auto scheduling (Optimiser): opens the optimisation tool, where you can select different options and run shift optimisation.
Detailed information: provides access to planning-specific information, including alerts, shift statuses, logs, labour compliance, and staff distribution by time slot.
Dashboard: allows you to analyse shift data, both projected and actual, through various indicators and metrics.
Reports: allows you to generate reports related to shift management, such as hours worked per employee.
Configuration: allows you to configure the planner's general settings and access additional options, such as counter management, favourite shifts, and display preferences.

General counters

At the top of the screen, the general counters configured in advance in the settings section are displayed.

View ROTA status across your Business Units

Start from: the Mapal Manager dashboard.

Select ROTAs from the menu.

The ROTAs screen displays the current week's date range and a summary of ROTA progress at the top, showing the total number of Pending, Finished, and Reviewed ROTAs with their respective percentages.

Below the summary, a list of Business Units shows each unit's current ROTA status:

Finished
Pending
Closed

Filter the list

Select the floating action button (...) to access Parameters and Filters.

Use Parameters to select a different Week to view.

Use Filters to narrow the list by Business unit, Brand, Company, Country, Region, Ownership, or Status.

Select Filter to apply, or Clear filters to reset.

Open a business unit

Select a Business Unit from the list to open its ROTA and review daily staffing details for a selected day.

For more information on reviewing daily staffing, see View daily ROTA details for a Business Unit.

View daily ROTA details for a Business Unit

Start from: the Mapal Manager dashboard.

Select ROTAs from the menu.

The ROTAs screen displays a list of business units with their current ROTA status, such as Finished, Pending, or Closed, along with a summary of reviewed and closed shifts for the current period.

For more information about ROTA status, see View ROTA status across your Business Units.

Select the Business Unit you want to review.

The ROTA view for that unit opens, defaulting to the current week. A date strip at the top of the screen shows the days of the week.

Select the specific day you want to view from the date strip.
The ROTA updates to show staffing for the selected date. The daily ROTA displays a list of employees scheduled for that day, including:
- Employee name.
- Scheduled shift start and end time.
- Additional shift indicators such as common illness or day off status.
- Clock-in information where available.

Select the floating action button (...) inside the business unit view to access:
- Parameters:
  - Filter the view by Category (group and category), Contract (group and contract), and Workstation (group and workstation).
  - Toggle Show clock-ins to include or hide clock-in data.
  - Select Accept to apply or Clear parameters to reset.

Comments: view and add comments for the selected business unit and date. Comments are visible to all managers with access to that unit.

Open employee shift details

Select an employee row to open the Shift detail panel.

In the preview, select the Shift tile to open the Shift Details panel. In this preview, you can also Add absences or Add quick notes.
The Details tab within Shift Details shows:
- Business unit.
- Business day.
- Shift times.
- Clock-in status.

Select the Notes tab to view all notes associated with that shift.

Configure report visibility in Weekly ROTAs

Start from: the Workforce module.

From the main menu, go to Configuration > Direct Work.

Select the Business unit for which you want to enable report visibility from the dropdown.
Select Reports and enable the required reports.

Select Accept to save your changes or Cancel to discard them.

Once configured, the reports will be available from Weekly ROTAs > Reports.